Policies and Procedures

APPOINTMENT AND EMPLOYEE SIGN-ON

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IMMIGRATION REFORM AND CONTROL ACT (IRCA)

The University shall hire only U.S. citizens, resident aliens and non-resident aliens who are lawfully authorized to work in the United States.

IRCA requires that the US Citizenship & Immigration Services (USCIS) Form I-9 be completed by the employer on or before the first day of employment with the University. Individuals are required to produce the original documents that support the I-9 within three days of their date of hire.

Employment offer letters will include notification that the offer is contingent upon the individual's eligibility to work under the provisions of the Immigration Reform and Control Act of 1986, and the employee providing the necessary original documents to satisfactorily complete the Form I-9 of the US Citizenship & Immigration Service.

When determining the employee's identity and employment eligibility, the University shall photocopy the original documents used in completion of the I-9 form.

Eff. 12/96; Rev. 11/04; Rev. 12/08

LOYALTY OATH

Every employee of the University, as a condition of employment, is required by State law to execute a proper oath of loyalty on or before the first day of employment.

The signed and dated loyalty oath is notarized and placed in the employee's personnel file.

Eff. 12/96 Rev. 11/04

NOTIFICATION OF SOCIAL SECURITY NUMBER COLLECTION AND USAGE

The Department of Human Resources collects and uses employee’s social security number only for the following purposes in performance of the University's duties and responsibilities. In order to protect the identity of employees, FGCU will secure the SS# from unauthorized access, never release the SS# to unauthorized parties, and assign a unique employee identification number.  This unique ID number is used for all associated employment and educational purposes.

To ensure that an employee is properly linked to outside governmental entities such as the Internal Revenue Service, the social security number is used for any or all of the following legitimate business purposes:

• Completing and processing the Federal I-9 (Department of Homeland Security) including E-Verification, if applicable
• Completing, processing & distributing Federal W4, W2, and 1099 (Internal Revenue Service)
• Completing and processing Federal Social Security taxes (FICA)
• Completing and processing quarterly Unemployment Reports (FL Dept of Revenue)
• Completing and processing Florida Retirement Contribution reports (FL Division of Retirement)
• Reporting Work-related injuries (Florida Division of Risk Management), if applicable
• Completing and processing Direct Deposit Files (Bank of America, ACH), if applicable
• Completing and processing 403b and 457b contribution reports, if applicable
• Completing and processing group health, life and dental coverage enrollment, if applicable
• Completing and processing various supplemental insurance deduction reports, if applicable
• Completing and processing immigration related documents, if applicable

Providing the Social Security number to FGCU is a required condition of employment.

Eff. 10/07; Rev 12/08

MILITARY SELECTIVE SERVICE REGISTRATION

In accordance with Chapter 110.1128,F.S., male applicants between the ages of 18 and 25 who are required to register with the Selective Service System under the Military Selective Service Act, may be offered employment in an authorized position or be promoted to a higher position without proof of such registration.

Some non-citizens are required to register. Others are not. Noncitizens who are not required to register with Selective Service include men who are in the U.S. on student or visitor visas, and men who are part of a diplomatic or trade mission and their families. Almost all other male noncitizens are required to register, including illegal aliens, legal permanent residents, and refugees. The general rule is that if a male noncitizen takes up residency in the U.S. before his 26th birthday, he must register with Selective Service.

The proof of registration that is required is either by providing a Selective Service Registration card or acknowledgment letter or securing the registration number  from the Selective Service Registration Information Office at 847-688-6888 or online. Documentation of registration will be verified by Human Resources during the Getting On-Board process.

Procedure

Human Resources
Obtain copy of Selective Service Registration letter or card from new employee during the Getting On-Board process.

If actual proof is not provided, verification of registration is obtained via the Selective Service online website.

If verification of registration is not immediately obtained, instruct the employee that the documentation must be submitted to Human Resources within three weeks of employment date or action may be taken to begin termination process.

A copy of the documentation of the Selective Service Registration will be included in the employee's official personnel file.

Eff. 12/96; Rev. 12/08

OTHER PERSONAL SERVICE (OPS) APPOINTMENTS

The term "Other Personal Services" (OPS) is used to describe an employee/employer relationship for the accomplishment of short term peak workload, or periodic tasks or projects, or it may describe the payment from OPS funds to certain students, temporary labor, adjunct faculty, and consultants.

Individuals paid from an OPS appointment shall be assigned to one of the following categories:

1) Student or Graduate Assistants. Individuals must be enrolled as degree seeking students in an accredited secondary or post-secondary program. Included are high school, undergraduate, and graduate students, graduate teaching or research assistants and associates.

2) Part-time Academic Employees. This category is reserved for employees who perform teaching, research or service. They are usually referred to as adjunct faculty.

3) Consultants. These are independent contractors who are retained by the University through contractual agreements arranged by the Procurement Department.

4) Temporary Employees. These are individuals employed for the purpose of accomplishing tasks or projects that are normally short-term, peak workload, or periodic in nature.

Individuals who hold OPS appointments in the student or temporary employee categories are paid only for time worked and are subject to the Federal Wage and Hour laws and shall be paid overtime for all hours worked in excess of forty hours during the workweek. Such appointments may be terminated at any time the University deems appropriate, with no right of appeal. Time served in an OPS assignment will be considered toward meeting the minimum qualification requirements for application to a vacant Support Personnel position; however, there is no guarantee of future employment with the University.

OPS employees are not eligible for group insurance programs, paid holidays, state retirement, tuition vouchers or leave benefits. Non-student OPS employees including adjunct faculty will participate in the FICA Alternative Retirement Plan as a condition of employment. The FICA Alternative Retirement Plan consists of an employee contribution of 7.5% to the plan in lieu of Social Security contributions.

Eff. 12/96; Rev. 12/04; Rev. 12/08